Agency Contact:

This agency contact information was current at the time of the report but may have changed in the interim. Please call (512-463-5455) for current contact information of the agency's records manager or records liaison for these records.

Agency History and Structure:

In 1937 the 45th Legislature--partly as a result of the New London school disaster which killed 295 teachers and students--created the Texas Board of Architectural Examiners, to protect the public from irresponsible architectural practices. To do this, the board was given authority to register architects and to restrict the use of the title "architect" to those persons duly registered. Initially composed of three architects, the board was increased to six in 1951.

In 1969, House Bill 111, 61st Legislature, Regular Session, created the Texas Board of Landscape Architects, composed of three landscape architects. In 1973, this board was given power to regulate irrigators as well.

As a result of Sunset Commission review, these two boards merged in 1979 (Senate Bill 551, 66th Legislature, Regular Session). In other words, the Board of Architectural Examiners--enlarged to nine members--now regulated two professions. At the same time, a separate Board of Irrigators was created, which functioned until 1992, when it was abolished and absorbed by the Texas Water Commission.

In 1991, Senate Bill 429, 72nd Legislature, Regular Session, added a third profession to the board's jurisdiction, that of interior design. Thus the current board regulates the practices of, and registers all qualified applicants for, the professions of architecture, landscape architecture, and interior design. In 1969, House Bill 111, 61st Legislature, Regular Session, created the Texas Board of Landscape Architects, composed of three landscape architects. In 1973, this board was given power to regulate irrigators as well.

Registration for each profession requires a set amount of approved education and/or experience in the field, plus passing a national exam: i.e.,

eight years plus the Architect Registration Examination;

seven years plus the Landscape Architect Registration Examination;

six years plus the National Council of Interior Design Certification Test (the exam requirement was temporarily suspended for this profession in favor of a reopened "grandfather" provision, effective from September 1, 1993 to August 31, 1994).

Originally, the Board of Architectural Examiners' regulation was restricted to registration (including examinations) and preventing the unauthorized use of professional titles. Any revocation of licenses would have to done by a district court, upon recommendation from the board. In 1969, the 61st Legislature granted the power to revoke licenses on their own authority to the Board of Architectural Examiners (House Bill 516) as well as to the newly created Board of Landscape Architects (House Bill 111).

The current functions of the board include the following:

processing applications;

administering examinations;

processing registration renewals;

overseeing reciprocity from other states and territories;

and administering the enforcement of statutes.

After staff members investigate complaints of alleged violations of laws or rules, the board has the power (since 1969) to hold hearings and revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice. Any person whose license has been thus revoked may then file suit in a district court. The board can also initiate prosecution.

As of 1993, the board had licensed 9,422 architects, 1,191 landscape architects, and 6,908 interior designers.

The board is composed of nine members appointed by the governor with the advice and consent of the senate for overlapping six-year terms. Four of the members must have been practicing architects for at least five years; one must be a professional landscape architect; one must be a professional interior designer; and three must be members of the general public with no financial interest in the practice of these three professions. One of the public members must have a physical disability. No more than one board member may be a stockholder, owner, faculty member, trustee, or officer of any school or college teaching architecture, interior design, or landscape architecture. The governor names the chair, and the board appoints an executive director.

The agency employed a staff of 14 full-time equivalent employees in 1993. Organization is in three divisions: Division of Architects, Division of Landscape Architects, and Division of Interior Designers.

Project Review:

I was assigned to appraise the records of this agency on September 25, 1995. This agency has passed the third recertification of its records retention schedule, and is due for a fourth recertification in February 1997.

I reviewed the records retention schedule, a recertification approved February 14, 1995.

On October 24, 1995, I mailed the introductory letter from State Archivist Chris LaPlante to the Executive Director of the Board of Architectural Examiners, Cathy Hendricks. On November 6, I spoke with the agency's Records Administrator Jason Barger. At his request I sent copies of the series review forms so that he could fill in the blanks.

On December 4, Records Consultant Kay Steed and I met with Jason Barger in the agency's offices, where I gathered much of the information I needed; Mr. Barger agreed to get back with me concerning several questions on series with which he was unfamiliar. In addition he promised to begin photocopying all agency agenda and minutes for transfer to the Archives. On February 27, 1996, I wrote Mr. Barger a follow-up letter requesting information on the four series we had not completed during the meeting, plus five additional series. On March 19, Mr. Barger transferred copies of all the missing minutes (with agenda attached beginning in 1987) for the Texas Board of Architectural Examiners. On April 10, I wrote again, modifying the original request for additional information, by limiting it to the four "R" series still not precisely defined. On July 17, I had a 30-minute meeting with Mr. Barger for a brief look at the historical records and administrative correspondence, and got almost enough information to finish this report. I telephoned Mr. Barger again on September 23, got some of the minor missing details at that time, and mailed a more detailed letter including draft descriptions for administrative correspondence for him to review. He furnished me with the final details on September 25. (Note: Mr. Barger has left the agency effective October 11, and has been replaced by Gail Hile as the new Records Administrator.)

One of the "R" series, policies and procedures manuals, has for some time been at the planning stage, but is currently empty of any records. There will be no record series review for this empty series. This series needs to be removed from the records retention schedule, and reinstated only when it is created. At that time, if the series truly meets the definition established by the Archives and Information Services Division as an archival record, it should be given the "A" designation under the archival code. The archival series includes "statements defining agency policies and operating procedures regarding program fulfillment. Procedure manuals and statements regarding internal operations of common functions -- e.g. grievance procedures, printing requests, travel guidelines -- and similar support services, are not archival."

Strategic plans, normally considered an archival series, is on the agency records retention schedule, but is marked neither "A" nor "R." A series review is included in this report.

Fourteen other records series are notable, and seem to deserve comment; none of these are marked either "A" or "R". For all but one of the following types of records, a separate series is maintained for each of the three divisions. The following are marked permanent (PM): exam documentation (microfilm, confidential); alleged violations complaint log; and alleged violations records (complaints against registrants and nonregistrants). (Legislation in 1979 requires that an information file be kept about each complaint filed with the board; although the law does not specify the retention period, the board has interpreted these to be permanent records.) The following (both microfilm) are given a retention period of 100 years: violations (for architects and landscape architects only -- violations files for interior designers are not being microfilmed), and registrants files -- current, revoked, deceased.

However, the Archives and Information Services Division of the Library and Archives Commission has determined that the types of records normally contained in complaint files, registrant files, and examination files (records containing personal information on individuals who are regulated by state agencies) will not normally be designated archival, unless the information is not adequately summarized in other (archival) series. The archival series of board minutes summarizes complaints, and also documents issues relating to examinations. Both the agency itself and the Library and Archives Commission's Publications Clearinghouse maintain the printed copies of the Rosters of Architects and of Landscape Architects. Complaint files and registrant files are both nonconfidential series maintained by the agency, either permanently or for very long periods of time. For all of these reasons, none of these fourteen series is considered archival, and there will be no Record Series Reviews on any of them.

The original law of 1937 required the Board to record each registration certificate in a book kept by the Secretary of State, labeled "Register of Architects" (House Bill 144, 45th Legislature, Regular Session, 1937). This requirement was abolished in 1951, the law noting the following: "The fact that a record of registered architects is maintained by the Secretary-treasurer of the Texas Board of Architectural Examiners and the maintaining of such a duplicate, expensive and burdensome record, which serves no useful purpose, by the Secretary of State creates an emergency..." (House Bill 556, 52nd Legislature, Regular Session, 1951). The three volumes so created were transferred by the Secretary of State to the Archives and Information Services Division of the State Library and Archives Commission in April 1966 (part of AC 1965/100): Registered Architects, 1937-1949, 1.20 cubic feet: 2-1/315, 2-1/316, and 2-1/303.

Previous Destructions:

Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and the following were found:

Project Outcome:

This agency appraisal is now complete. The appraisal decisions are summarized as follows:

Continue to use "A" as the archival code for the following series:

Biennial Budget Request (Add the following statement to the Remarks column: "The archival requirement will be met by sending required copies to the Publications Clearinghouse, Library and Archives Commission.")Meeting Minutes (Combine Meeting Agenda and meeting minutes into one series, renamed "Meeting Minutes and Agenda." Eliminate Meeting Agenda as a separate series. The Remarks column should say "Agency of origin retains permanent Record Copy. The archival requirement is fulfilled by sending copies to the Archives and Information Services Division of the Library and Archives Commission.")Organization Chart (Add the following statement to the Remarks column: "Included in Strategic Plan [if that is the document the board chooses]. The archival requirement will be met by sending required copies to the Publications Clearinghouse, Library and Archives Commission." As an alternative, the agency may simply wish to send to the Archives and Information Services Division of the Library and Archives Commission a complete set of loose copies of organizational charts, and thereafter send new ones when they are superseded.)

Strategic Plans (Change the Remarks column to read "The archival requirement will be met by sending required copies to the Publications Clearinghouse, Library and Archives Commission.")

Remove the "A" from the archival code column for the following series:

Statute and Rules
Registrants -- Permanent Record Book [Architects]
Registrants -- Permanent Record Book [Landscape Architects]
Registrants -- Permanent Record Book [Interior Designers]

(For each of the preceding four series, add the following to the Remarks column: "Archival code removed subsequent to appraisal by Archives and Information Services Division, Library and Archives Commission, October 21, 1996.")

Remove the "R" from the archival code column for the following series:

Reports -- Historical Record of Agency and Sunset Records, which should be divided into two separate series:

Reports -- Annual (Non-Fiscal) (The Series item number is correct [.1.032]. The Remarks column should state the following: "Obsolete series. The archival requirement has already been met by sending copies to the Publications Clearinghouse, Library and Archives Commission.")

and

Reports -- Administrative (Sunset) (This new series should be numbered 1.1.031, and should not be given an archival designation. The Remarks column should state the following: "Record copy retained by the Sunset Advisory Commission until transferred to the Archives and Information Services Division, Library and Archives Commission.")

Remove from the records retention schedule, as an empty series:

Policies and Procedures Manuals (Restore to the retention schedule when created, with an archival designation of "A" if the series meets the archival criteria stated in the Records Series Review below.)

Thus, the revised records retention schedule of the Texas Board of Architectural Examiners should have eight series designated as archival ("A"):

Agency holdings: Biennial budget requests are in the agency's offices (0.5 cubic foot). These records are retained by the agency for six years after the passage of the appropriations act. The agency's actual holdings are 1970-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission.

The archival requirement for this series is fulfilled by sending two copies to the Publications Clearinghouse, Library and Archives Commission (13 Texas Administrative Code, Section 3.3(3)). The Clearinghouse holds copies dating 1972-[ongoing].

Description: This series consists of requests for legislative appropriations which the Texas Board of Architectural Examiners has submitted each biennium to the Legislative Budget Board and other offices. The requests date from 1970-[ongoing] (beginning with the request for fiscal years 1972 and 1973). The requests generally contain an administrator's statement of agency functions. The program objectives are listed, along with a description of each objective, a discussion of performance measures, statistics, efficiency measures, and expenses--expended, current, and projected. Almost all of the requests also contain an organizational chart.

Purpose: These records are created to request specific appropriations from the legislature and to provide justification for the amounts requested.

Agency Program: Biennial budget requests are a mandatory requirement of the state budgetary process. The board is charged with registering and regulating architects, landscape architects, and interior designers in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)

Arrangement: Chronological

Access constraints: None

Use constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? 1972 (for fiscal years 1974 and 1975): missing both at the agency and in the Clearinghouse. Also, none exist in either location prior to the 1970 request (for fiscal years 1972 and 1973).

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and none were found for this series or for equivalent or related series.

Publications based on records: Legislative Budget Board, Legislative Budget Estimates have been published since fiscal years 1954 and 1955. This publication, a compilation of data for all state agencies, summarizes the fiscal information found in agency-submitted budgets or appropriation requests, but omits most of the narrative.

Appraisal Decision: Biennial budget requests provide evidence of the agency's fiscal performance and needs. The Texas Board of Architectural Examiners' records retention schedule should continue to use "A" as the archival code for these records. The following statement should be added to the Remarks column: "The archival requirement will be met by sending required copies to the Publications Clearinghouse, Library and Archives Commission."

Description: These records are the agenda of Texas Board of Architectural Examiners meetings, filed with the minutes. They date January 9, 1987-[ongoing].

Purpose: Agenda are created to announce the business to be addressed in the meetings of the Texas Board of Architectural Examiners.

Agency Program: The board is charged with registering and regulating architects, landscape architects, and interior designers in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)

Arrangement: Chronological (filed with meeting minutes)

Access constraints: None

Use constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? No agenda are on file prior to January 9, 1987.

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and none were found for this series or for equivalent or related series.

Appraisal Decision: Meeting agenda are very helpful as an aid to research in board meeting minutes, serving somewhat as a table of contents; they are not very useful, however, when separated from the minutes to which they apply. Therefore I recommend that the Texas Board of Architectural Examiners combine meeting agenda and meeting minutes into one series on their records retention schedule, renamed "Meeting Minutes and Agenda," and that it continue to use "A" as the archival code for these records.

Agency holdings: Meeting minutes are in the agency's offices (1.18 cubic feet: 15 notebooks, each 100 pages). These records are retained by the agency permanently. The agency's actual holdings are 1937-[ongoing]. The Landscape Architects Division also has the minutes of the former Texas State Board of Landscape Architects, 1969-1979 (0.24 cubic foot).

Archival holdings: Meeting Minutes, 1937-[ongoing], 1.42 cubic feet:

Texas Board of Architectural Examiners, 1937-1995, 1.18 cubic feet:

AC 1996/77: May 1963-October 1977, June 1978-May 1980, August 1983, August 1985, and January 1988-October 1989, .60 cubic foot. (These were transferred from the Legislative Reference Library, and were part of the Agency Minutes Collection, originally AC 1987/24.)
AC 1996/79: September 1937-November 1965, August 1980-November 1987, and January 1990-May 1995, .58 cubic foot. (These were transferred directly by the agency itself, to fill gaps in the above minutes. Agenda are filed with minutes beginning January 1987.)

Texas State Board of Landscape Architects, 1969-1979, .24 cubic foot:

AC 1996/78: 1971-1978. (Also transferred from the Legislative Reference Library, part of the Agency Minutes Collection. Minutes were missing from 30 of the 57 meetings which the board held: #1-15, 17-24, 46-47, and 53-57.)
AC 1997/20: 1969-1979. (These were rediscovered by the Division of Landscape Architects in October 1996, and copies of all these minutes were transferred to the Archives and Information Services Division. Since this transfer was a complete set of minutes, the duplicates formerly in the Agency Minutes Collection were discarded.)

Description:Architectural Examiners: These records consist of meeting minutes of the Texas Board of Architectural Examiners, dating 1937-[ongoing], which contain motions made, discussed, and acted upon by the board, concerning both general policy and specific issues. Minutes include summaries of board actions (called "reviews of files, correspondence, applications, etc." in the earliest minutes). The issues considered by the board include examinations, rules and regulations, alleged violations, suspensions, revocations, reinstatements, etc. Certain documents are included as attachments to the official minutes of the board: the full texts of proposed and adopted rules; the full texts of "Agreed Order, Findings of Facts, Conclusions of Law, and Orders" adopted by the board; and other documents.

Landscape Architects: These records consist of meeting minutes of the Texas State Board of Landscape Architects, dating 1969-1979, which contain summaries of board discussions and actions on such items as the landscape architectural examination, the landscape irrigator examination, certification, temporary permits, reciprocity and reciprocal applications, grandfather clause applications, violations, revocation of licenses, licensure fees, legislation, Attorney General opinions, rules and regulations, the financial report, letters received by the board, committee reports, etc. Occasional attachments include correspondence received by the board, lists of successful exam candidates, etc.

Agenda of meetings of the Texas Board of Architectural Examiners are filed by the agency with the minutes, but usually were not included in the copies which were transferred to the Archives and Information Services Division of the Library and Archives Commission by the Legislative Reference Library. Since 1990, however, agenda are included with the minutes.

Purpose: Minutes are created to document in a thorough but usually summary fashion the official actions of the board in its meetings.

Agency Program: The board is charged with registering and regulating architects, landscape architects, and interior designers in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? Texas Board of Architectural Examiners: None. Texas State Board of Landscape Architects: One meeting -- number 19 (between July 21 and August 20, 1972).

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and none were found for this series or for equivalent or related series.

Appraisal Decision: Board meeting minutes provide what is probably the most important documentation of the agency's activities; they are thorough yet succinct. The Texas Board of Architectural Examiners' records retention schedule should continue to use "A" as the archival code for these records. I also recommend that this series be renamed "Meeting Minutes and Agenda," and that the separate series for Meeting Agenda be discontinued. The Remarks column should also be rewritten to say "Agency of origin retains permanent Record Copy. The archival requirement is fulfilled by sending copies to the Archives and Information Services Division of the Library and Archives Commission." Copies sent to the Legislative Reference Library may also be noted, so long as they are not mistaken as fulfilling the archival requirement.

Copies of both agenda and minutes of future board meetings should continue to be regularly transferred (preferably on an annual basis) to the Archives and Information Services Division of the Library and Archives Commission.

Agency holdings: Organizational charts are in the agency's offices (fractional), printed in the biennial budget request until 1994, and in the strategic plan of 1994 (for 1995-1999). These records are retained by the agency until superseded. The agency's actual holdings are 1970-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission.

The archival requirement for this series is fulfilled by sending two copies of the request for legislative appropriations, and 55 copies of the strategic plan, to the Publications Clearinghouse, Library and Archives Commission (13 Texas Administrative Code, Section 3.3(1)(C)). The Clearinghouse holds copies dating 1970-[ongoing].

Description: These records consist of charts showing the organizational structure of the Texas Board of Architectural Examiners, dating 1970-[ongoing], included in the biennial budget request (until 1994) and in the strategic plan (in 1994).

Purpose: The purpose of organizational charts is to indicate agency staff organization in a graphic format.

Agency Program: The board is charged with registering and regulating architects, landscape architects, and interior designers in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e).

The agency was organized into three divisions in 1995: the Division of Architects, the Division of Landscape Architects, and the Division of Interior Designers.

Arrangement: Chronological

Access constraints: None

Use constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? 1972; also, the publication containing it does not exist prior to 1970.

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and none were found for this series or for equivalent or related series.

Appraisal Decision: Organizational charts assist in understanding the basic structure of an agency. The Texas Board of Architectural Examiners' records retention schedule should continue to use "A" as the archival code. The archival requirement is fulfilled by sending copies of the Strategic Plans to the Publications Clearinghouse of the Library and Archives Commission, so long as those charts are published in them. The Remarks column in agency's records retention schedule should state: "Included in Strategic Plan [if that is the document the board chooses]. The archival requirement will be met by sending required copies to the Publications Clearinghouse, Library and Archives Commission."

As an alternative, the agency may simply wish to send to the Archives and Information Services Division of the Library and Archives Commission a complete set of loose copies of organizational charts, and thereafter send new ones when they are superseded.

Agency holdings: Statutes and rules are in the agency's offices (0.4 cubic foot). These records are retained by the agency permanently. The agency's actual holdings are 1937-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission. The archival requirement for this series is fulfilled by sending 55 copies to the Publications Clearinghouse, Library and Archives Commission (13 Texas Administrative Code, Section 3.3(1)(D-E)). The Clearinghouse holds copies dating 1955-[ongoing].

Description: These records are the published compilations of the Texas statutes and the rules regulating architecture, landscape architecture, and interior design. Those for architecture date 1937-[ongoing]; those for landscape architecture date 1970-[ongoing]; and those for interior design date 1991-[ongoing]. Specific dates are listed below:

Architecture: August 1937, 1955, March 1966, 1969, 1973, October 1975, September 1978, 1979, February 1980, February 1982, January 1986, December 1988, January 1990, March 1990, September 1991, March 1992, and March 1994. Landscape Architecture: December 1970, December 1972, December 1973, September 1974, November 1974, November 1975, 1979, February 1980, October 1983, December 1986, February 1990, June 1990, March 1992, and April 1994. Interior Design: December 1991, and March 1994.

Purpose: These records are created and published to provide to interested parties and to the public, in a convenient form, the laws and rules regulating each of the three professions under the jurisdiction of the board.

Agency Program: The board is charged with registering and regulating architects, landscape architects, and interior designers in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)

Arrangement: By division/profession, then chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? Not really applicable; these are published periodically (currently about every 2-3 years). The following are missing from the Clearinghouse, but present at the agency:
Architecture: August 1937, March 1966, 1979, January 1986, March 1994.
Landscape Architecture: December 1970, December 1972, December 1973, September 1974, November 1974, November 1975, 1979, February 1980, April 1994.
Interior Design: March 1994.

Problems: None

Known related records in other agencies: Office of the Secretary of State: Rules on file with the office of the Texas Register.

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and none were found for this series or for equivalent or related series.

Publications based on records: Also published in Texas Register and Texas Administrative Code (rules), and in Vernon's Statutes and General and Special Laws (law).

Appraisal Decision: Compendia of statutes and rules are published by an agency as a convenience and a public service. However, since their content is officially published in several other places (Texas Register and Texas Administrative Code for rules, and Vernon's Statutes and General and Special Laws for statutes), they are not truly archival. Therefore the Texas Board of Architectural Examiners should remove the "A" from the archival code column in their records retention schedule. Of course, this is no way affects the agency's obligation to send the required number of copies (55) to the State Publications Clearinghouse; in fact, the Remarks column in the agency records retention schedule should read "Copies sent to Publications Clearinghouse, Library and Archives Commission."

The agency might consider eliminating this as a separate series, and simply adding it to the list of Publications (along with Rosters of Registrants, Consumer Guide, and TBAE Newsletter) in series number 1.1.029 (Ad-35) on page 4 of the schedule (adding the appropriate note in the Remarks column). Where the series is currently placed on the schedule (1.1.039), rules and regulations, there is a total retention period of AR + US (annual review, until superseded).

Agency holdings: The Permanent Record Books of Registrants (Architects) are in the agency's offices (0.2 cubic foot: 3 notebooks). These records are retained by the agency permanently. The agency's actual holdings are 1937-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission.

Description: These records consists of a log or list of architects registered by the Texas Board of Architectural Examiners, dating 1937-[ongoing], providing the following information for each individual: registration number, name, city, state, method of certification, and date of certification. The first entry is dated October 11, 1937.

A related series was maintained by the Secretary of State in the first thirteen years of the board's existence, as required by the original law. It contained a slightly fuller record: Registered Architects, 1937-1949, 1.20 cubic feet (3 volumes, transferred to the Archives and Information Services Division in April 1966, part of AC 1965/100): 2-1/315, 2-1/316, and 2-1/303. These three volumes contain the following information: registration number, name, sex, address, date of registration, date filed for record, qualification basis, renewal dates, renewal address, revocation dates, and reinstatement dates. Five categories of qualification are given: (A) examination; (B) six months practice prior to enactment of law; (C) ten years practice out, or in and out, of state; (D) out of state registration; and (E) education and training. The first two volumes contain alphabetical indexes.

Purpose: This log is maintained to keep permanent track of the registrations of architects by the State of Texas.

Agency Program: The board is charged with registering and regulating architects in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a)

The original law of 1937 required the Board to record each registration certificate in a book kept by the Secretary of State, labeled "Register of Architects" (House Bill 144, 45th Legislature, Regular Session, 1937). This requirement was abolished in 1951, the law noting the following: "The fact that a record of registered architects is maintained by the Secretary-treasurer of the Texas Board of Architectural Examiners and the maintaining of such a duplicate, expensive and burdensome record, which serves no useful purpose, by the Secretary of State creates an emergency..." (House Bill 556, 52nd Legislature, Regular Session, 1951).

Arrangement: Numerical, by Registration number (which is also chronological).

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and five were found for related series:

Appraisal Decision: This record documents one of the primary functions of the board, the registration of architects. Normally, the Archives and Information Services Division of the Library and Archives Commission has determined that the types of records maintained primarily to contain professional information on individuals who are regulated by state agencies will not be designated archival. However, since architects are professionals whose conduct can potentially result in significant harm to the State or its citizens, it is particularly important that a record of the registration of architects be preserved permanently. This information is currently available to interested parties in at least four different ways, as explained below. Therefore, so long as the Permanent Record Book of Architect Registrants is kept by the Board as a permanent record, this series does not need to be transferred to the Archives and Information Services Division of the Library and Archives Commission. The Texas Board of Architectural Examiners can remove the "A" from the archival code column in their records retention schedule for this series.

Researchers seeking this kind of information have at least four sources. The first (and obvious) source is the Permanent Record Book itself, which is maintained permanently by the Division of Architects of the Board of Architectural Examiners.

A second source is the related series maintained by the Secretary of State, 1937-1949, which is in the Archives and Information Services Division of the Library and Archives Commission, and contains even fuller information.

A third source for the names and addresses are the published Rosters of Registered Architects, which form part of record series Ad-35, Publications. An incomplete run of these is held by the Publications Clearinghouse, Library and Archives Commission. Being alphabetical rather than numerical/ chronological, the roster is much easier to use than the permanent record book of registrants, although the published roster does not give either the method or the exact date of certification.

A fourth source is the archival series of board meeting minutes, which contain names of architects whose status require some kind of action by the Board. Until 1963, the minutes apparently give the names of all architectural registrants, according to the method of certification; after 1963, however, the minutes deal primarily with unusual or problem cases.

Since agencies are required to deposit 55 copies of published directories of services and providers with the Publications Clearinghouse of the Library and Archives Commission (13 Texas Administrative Code, Section 3.3(1)(F)), the Texas State Library and Archives Commission urges the Texas Board of Architectural Examiners to transfer any extra copies of those Rosters of Registered Architects which are missing from the Clearinghouse (specifically, rosters for 1939-1942, 1945, 1954, 1958, 1974, 1978-1980, 1982, 1984, and 1986-[ongoing]).

If the board can do this, the copies should be forwarded to the Archives and Information Services Division of the Library and Archives Commission for transfer to the Clearinghouse. In the future, the Board should regularly transfer the required number of rosters directly to the Clearinghouse. If the Texas Board of Architectural Examiners ever decides to change the retention period for the Permanent Record Book of Architect Registrants, or if it ever decides not to publish the Roster of Registered Architects, the Board should restore the designation of "A" in the archival code column in their records retention schedule for this series.

Agency holdings: The Permanent Record Books of Registrants (Landscape Architects) are in the agency's offices (0.1 cubic foot: one notebook). These records are retained by the agency permanently. The agency's actual holdings are 1969-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission.

Description: These records consist of a log or list of landscape architects registered by the Texas Board of Architectural Examiners, dating 1969-[ongoing], providing the following information for each individual: registration number, name, city, state, method of certification, and date of certification. The first entry is dated November 3, 1969.

Purpose: This log is maintained to keep permanent track of the registrations of landscape architects by the State of Texas.

Agency Program: The board is charged with registering and regulating landscape architects in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249c)

Arrangement: Numerical, by Registration number (which is also chronological)

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and none were found for this series or for equivalent or related series.

Publications based on records: Roster of Registered Landscape Architects (The Publications Clearinghouse has the following rosters: 1981, 1983, 1985, 1988, 1990).

Appraisal Decision: This record documents one of the primary functions of the board, the registration of landscape architects. However, the Archives and Information Services Division of the Library and Archives Commission has determined that the types of records maintained primarily to contain professional information on individuals who are regulated by state agencies will not normally be designated archival. Such is the case with the Permanent Record Book of Landscape Architect Registrants. Therefore the Texas Board of Architectural Examiners should remove the "A" from the archival code column in their records retention schedule for this series.

Researchers seeking this kind of information have three sources. The first (and obvious) source is the Permanent Record Book itself, which is maintained permanently by the Division of Landscape Architects of the Board of Architectural Examiners.

A second source for the names and addresses are the published Rosters of Registered Landscape Architects, which form part of record series Ad-35, Publications. An incomplete run of these is held by the Publications Clearinghouse, Library and Archives Commission. Being alphabetical rather than numerical/chronological, the roster is much easier to use than the permanent record book of registrants, although the published roster does not give either the method or the exact date of certification.

A third source is the archival series of board meeting minutes. The names of landscape architects are included in the meeting minutes for the Board of Landscape Architects, 1969-1979, which is an archival series. The minutes of the meetings of the Board of Architectural Examiners after 1979 (when the two boards were merged) also contains names of landscape architects whose status required some kind of action by the Board, which means primarily unusual or problem cases.

Since agencies are required to deposit 55 copies of published directories of services and providers with the Publications Clearinghouse of the Library and Archives Commission (13 Texas Administrative Code, Section 3.3(1)(F)), the Library and Archives Commission urges the Texas Board of Architectural Examiners to transfer any extra copies of those published Rosters of Registered Landscape Architects which are missing from the Clearinghouse (specifically, rosters for 1970-1980, 1982, 1984, 1986, 1987, 1989, and 1991-[ongoing]). If the board can do this, the copies should be forwarded to the Archives and Information Services Division of the Library and Archives Commission for transfer to the Clearinghouse. In the future, the Board should regularly transfer the required number of rosters directly to the Clearinghouse.

Agency holdings: The Permanent Record Books of Registrants (Interior Designers) are in the agency's offices (0.2 cubic foot: 2 notebooks). These records are retained by the agency permanently. The agency's actual holdings are 1993-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission.

Description: These records consist of a log or list of interior designers registered by the Texas Board of Architectural Examiners, dating 1993-[ongoing], providing the following information for each individual: registration number, name, city, state, method of certification, and date of certification. First entry is dated January 9, 1993.

Purpose: This log is maintained to keep permanent track of the registrations of interior designers by the State of Texas.

Agency Program: The board is charged with registering and regulating interior designers in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249e)

Arrangement: Numerical, by Registration number (which is also chronological)

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and none were found for this series or for equivalent or related series.

Publications based on records: Roster of Interior Designers (The Publications Clearinghouse does not hold any of the rosters).

Appraisal Decision: This record documents one of the primary functions of the board, the registration of interior designers. However, the Archives and Information Services Division of the Library and Archives Commission has determined that the types of records maintained primarily to contain professional information on individuals who are regulated by state agencies will not normally be designated archival. Such is the case with the Permanent Record Book of Interior Designer Registrants. Therefore the Texas Board of Architectural Examiners should remove the "A" from the archival code column in their records retention schedule for this series.

Researchers seeking this kind of information have two sources. The first (and obvious) source is the Permanent Record Book itself, which is maintained permanently by the Division of Interior Designers of the Board of Architectural Examiners.

A second source for the names and addresses are the published Rosters of Registered Interior Designers, which form part of record series Ad-35, Publications. (None of these rosters is currently held by the Publications Clearinghouse of the Library and Archives Commission.) Being alphabetical rather than numerical/chronological, the roster is much easier to use than the permanent record book of registrants, although the published roster does not give either the method or the exact date of certification.

Since agencies are required to deposit 55 copies of published directories of services and providers with the Publications Clearinghouse of the Library and Archives Commission (13 Texas Administrative Code, Section 3.3(1)(F)), the Library and Archives Commission urges the Texas Board of Architectural Examiners to transfer one extra copy of each of the Rosters of Registered Interior Designers which the Board has published since 1993. If the board can do this, the copies should be forwarded to the Archives and Information Services Division of the Library and Archives Commission for transfer to the Clearinghouse. In the future, the Board should regularly transfer the required number of rosters directly to the Clearinghouse.

Agency holdings: Historical reports of the agency and Sunset records are in the agency's offices (1 cubic foot). These records are retained by the agency permanently. The agency's actual holdings are 1939-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission.

The Publications Clearinghouse, Library and Archives Commission holds copies of annual reports dating 1938-1941, and of the Sunset report dating October 1977.

Description: This series consists of the narrative annual reports which were formerly produced by the Texas Board of Architectural Examiners, 1938-1941, and reports to the Sunset Advisory Commission, 1970-[ongoing].

The annual reports sometimes varied in content, but typically contained a list of board personnel, the by-laws and rules of the board, a report of the secretary-treasurer/ financial statement, and a roster of architects.

Sunset records include those reports produced by the staff of the Board of Architectural Examiners to the Sunset Advisory Commission; these reports typically begin with an Administrator's statement and continue with a discussion of a series of criteria which have been established by the Sunset Advisory Commission. The Administrator's statement addresses such issues as who benefits from regulation of architects, the advantages of public over private regulation of architecture, how architectural registration boards work together, etc.. The specific Sunset criteria which form the bulk of these reports include such issues as efficiency, identification and meeting of objectives, assessment of alternative methods of performing the regulation, the extent of overlap or duplication of functions by other agencies, etc.

Purpose: Annual reports were created and submitted to the legislature to account for the activities of the board.

Reports are submitted to the Sunset Advisory Commission to justify the continued existence of the board and/or its programs.

Agency Program: The board is charged with registering and regulating architects, landscape architects, and interior designers in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)

Arrangement: By type of report, and therein chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None

Problems: None

Known related records in other agencies: records of the Sunset Advisory Commission, including final staff reports

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and none were found for this series or for equivalent or related series.

Appraisal Decision: First of all, I recommend that this series be broken into two separate series: Reports - Annual (Non-Fiscal), and Reports - Administrative (Sunset). (Administrative reports are defined as including "internal reports and reports submitted to other agencies not noted elsewhere in this schedule," which therefore would include Sunset reports).

Annual reports document the overall activities of the agency in a narrative form. The Archives and Information Services Division of the Library and Archives Commission has determined that annual reports are normally archival. However, since this series is obsolete, and since the board has already transferred a complete set of these reports to the Publications Clearinghouse of the Library and Archives Commission, there is no need to mark the agency's holdings as archival. Therefore the Texas Board of Architectural Examiners should remove the "R" designation from the archival code column of the agency records retention schedule for this series. The Series item number is correct (1.1.032). The Remarks column should state the following: "Obsolete series. The archival requirement has already been met by sending copies to the Publications Clearinghouse, Library and Archives Commission." Since the Publications Clearinghouse already holds a full set of copies of the Annual Reports, 1938-1941, the Texas Board of Architectural Examiners does not need to transfer any of these historical reports.

Reports of agency staff to the Sunset Advisory Commission also document -- as well as critically evaluate -- the overall activities of the agency in a narrative form, and are significantly different from the final reports which are published by the staff of the Sunset Advisory Commission itself. The Texas Board of Architectural Examiners should create a separate series for these records, numbered 1.1.031 and titled "Reports - Administrative (Sunset)". However, the record copies (which have been appraised as archival) are retained by the Sunset Advisory Commission, as their agency item number 1a, "Sunset Review Process -- Agency Review Material -- Staff Reports." Therefore this new series should not be given an archival designation in the archival code column of the agency records retention schedule. The Remarks column for this new series should state the following: "Record copy retained by the Sunset Advisory Commission until transferred to the Archives and Information Services Division, Library and Archives Commission."

Agency holdings: Administrative correspondence (Division of Architects) is in the agency's offices (5 cubic feet). These records are theoretically retained by the agency for 3 years. The agency's actual holdings, however, are 1984-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission.

Description: These records are the administrative correspondence of the Texas Board of Architectural Examiners, including the Division of Architects, and consist of incoming and outgoing letters and memoranda, plus attachments, relating to agency policy, potential and/or actual changes in legislation and administrative rules, and other substantive administrative issues. These records date from 1984-[ongoing]. The series contains correspondence with state officials, with the National Council of Architectural Registration Boards (NCARB), with individual boards of architectural registration in other states, with Texas schools of architecture, and with professional associations of architects at the national and state level.

Purpose: Administrative correspondence is created during the course of normal agency business, and is retained to document the substantive administration of the agency and to guide the board in planning future administration of its duties.

Agency Program: The board is charged with registering and regulating architects in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a)

Arrangement: By type of correspondent or by subject, and therein chronologically

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? No administrative correspondence for 1937 through 1983 is held by either the agency or the Archives and Information Services Division.

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and the following was found for a related series: General correspondence, 1981-1986 (approved April 20, 1989).

Appraisal Decision: This agency's administrative correspondence (for the Board of Architectural Examiners and also for the Division of Architects) documents substantive issues regarding the regulation of architects in Texas, and is particularly strong in the areas of architectural education, communications with professional associations of architects, and comparison of Texas with other states in the regulation of architects.

These specific issues are touched on only lightly in the board's meeting minutes. Furthermore, a separate series has been set up for truly routine, general correspondence.

Therefore the Texas Board of Architectural Examiners should change the "R" designation to "A" in the archival code column of the agency records retention schedule for this series. The Board should begin the transfer of all administrative correspondence which has fulfilled its administrative use (normally, that which is older than three years) to the Archives and Information Services Division of the Library and Archives Commission. From then on, the Board's Records Administrator should conduct an annual review of the series, to transfer those portions whose retention period has been met.

In order for this annual review and transfer of records to occur efficiently and smoothly, the Records Administrator should seriously consider some modifications to the existing filing system. If the present arrangement -- alphabetical by subject and/or by correspondent -- works best for the staff, then a new set of file folders should be created for each new year (either fiscal year or calendar year), perhaps with a color coding for easy identification. This is especially important because transfers of records to the Archives and Information Services Division need to be in file folders, properly labeled. Thus, for example, if all 1997 correspondence is filed in folders with red labels, then in the year 2000, agency staff would remove all red folders, box them in a records storage carton (maintaining their original order), and call Archives to arrange for their transfer. The board's assigned Records Consultant at the State and Local Records Management Division of the Library and Archives Commission can give advice concerning any changes in filing system, to meet both the needs of the agency and the requirements of law.

Agency holdings: Administrative correspondence (Division of Landscape Architects) is in the agency's offices (15 cubic feet). These records are theoretically retained by the agency for 3 years. The agency's actual holdings, however, are 1970-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission.

Description: These records are the administrative correspondence of the Division of Landscape Architects of the Texas Board of Architectural Examiners, and consist of incoming and outgoing letters and memoranda, plus attachments, relating to agency policy, potential and/or actual changes in legislation and administrative rules, and other substantive administrative issues. These records date from 1970-[ongoing]. The series contains correspondence with the Council of Landscape Architectural Registration Boards (CLARB), with the American Society of Landscape Architects, with individual boards of landscape architectural registration in other states, with colleges and universities offering education in landscape architecture, and with state officials.

Purpose: Administrative correspondence is created during the course of normal agency business, and is retained to document the substantive administration of the agency and to guide the board in planning future administration of its duties.

Agency Program: The board is charged with registering and regulating landscape architects in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249c)

Arrangement: By type of correspondent or by subject, and therein chronologically

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and the following was found for a related series: General correspondence, 1981-1986 (approved April 20, 1989).

Appraisal Decision: This agency's administrative correspondence (for the Division of Landscape Architects) documents substantive issues regarding the regulation of landscape architects in Texas, and is particularly strong in the areas of landscape architectural education, communications with professional associations of landscape architects, and comparison of Texas with other states in the regulation of landscape architects. These specific issues are touched on only lightly in the board's meeting minutes, and there are serious gaps in the minutes of the Board of Landscape Architects, 1969-1979. Furthermore, a separate series has been set up in the division for truly routine, general correspondence.

Therefore the Texas Board of Architectural Examiners should change the "R" designation to "A" in the archival code column of the agency records retention schedule for this series. The Board should begin the transfer of all administrative correspondence which has fulfilled its administrative use (normally, that which is older than three years) to the Archives and Information Services Division of the Library and Archives Commission. From then on, the Board's Records Administrator should conduct an annual review of the series, to transfer those portions whose retention period has been met.

In order for this annual review and transfer of records to occur efficiently and smoothly, the Records Administrator should seriously consider some modifications to the existing filing system. If the present arrangement -- alphabetical by subject and/or by correspondent -- works best for the staff, then a new set of file folders should be created for each new year (either fiscal year or calendar year), perhaps with a color coding for easy identification. This is especially important because transfers of records to the Archives and Information Services Division need to be in file folders, properly labeled. Thus, for example, if all 1997 correspondence is filed in folders with red labels, then in the year 2000, agency staff would remove all red folders, box them in a records storage carton (maintaining their original order), and call Archives to arrange for their transfer. The board's assigned Records Consultant at the State and Local Records Management Division of the Library and Archives Commission can give advice concerning any changes in filing system, to meet both the needs of the agency and the requirements of law.

Agency holdings: Administrative correspondence (Division of Interior Designers) is kept in the agency's offices (4 cubic feet). These records are theoretically retained by the agency for 3 years. The agency's actual holdings, however, are 1991-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission.

Description: These records are the administrative correspondence of the Division of Interior Designers of the Texas Board of Architectural Examiners, and consist of incoming and outgoing letters and memoranda, plus attachments, relating to agency policy, potential and/or actual changes in legislation and administrative rules, and other substantive administrative issues. These records date from 1991-[ongoing]. The series contains correspondence with state agencies (particularly the Texas Higher Education Coordinating Board), with Texas universities, with the Foundation for Interior Design Education Requirements (FIDER), and with professional associations of interior designers at the national and state level (including the National Council of Interior Design Qualifications [NCIDQ], the American Society of Interior Design [ASID], the Texas Association of Interior Design [TAID], etc.).

Purpose: Administrative correspondence is created during the course of normal agency business, and is retained to document the substantive administration of the agency and to guide the board in planning future administration of its duties.

Agency Program: The board is charged with registering and regulating interior designers in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249e)

Arrangement: By type of correspondent or by subject, and therein chronologically.

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and none were found for this series or for equivalent or related series.

Appraisal Decision: This agency's administrative correspondence (for the Division of Interior Designers) documents substantive issues regarding the regulation of interior designers in Texas, and is particularly strong in the areas of interior design education, and communications with professional associations of interior designers. These specific issues are touched on only lightly in the board's meeting minutes. Furthermore, a separate series has been set up in the division for truly routine, general correspondence.

Therefore the Texas Board of Architectural Examiners should change the "R" designation to "A" in the archival code column of the agency records retention schedule for this series. The Board should begin the transfer of all administrative correspondence which has fulfilled its administrative use (normally, that which is older than three years) to the Archives and Information Services Division of the Library and Archives Commission. From then on, the Board's Records Administrator should conduct an annual review of the series, to transfer those portions whose retention period has been met.

In order for this annual review and transfer of records to occur efficiently and smoothly, the Records Administrator should seriously consider some modifications to the existing filing system. If the present arrangement -- alphabetical by subject and/or by correspondent -- works best for the staff, then a new set of file folders should be created for each new year (either fiscal year or calendar year), perhaps with a color coding for easy identification. This is especially important because transfers of records to the Archives and Information Services Division need to be in file folders, properly labeled. Thus, for example, if all 1997 correspondence is filed in folders with red labels, then in the year 2000, agency staff would remove all red folders, box them in a records storage carton (maintaining their original order), and call Archives to arrange for their transfer. The board's assigned Records Consultant at the State and Local Records Management Division of the Library and Archives Commission can give advice concerning any changes in filing system, to meet both the needs of the agency and the requirements of law.

Agency holdings: Strategic plans are in the agency's offices (fractional). These records are retained by the agency permanently. The agency's actual holdings are 1992-[ongoing] (for the periods 1992-1998 and 1995-1999).

Archival holdings: None at the Archives and Information Services Division of the Library and Archives Commission.

The archival requirement for this series is fulfilled by sending 55 copies to the Publications Clearinghouse, Library and Archives Commission (13 Texas Administrative Code, Section 3.3(1)(C)). The Clearinghouse holds the plans for 1992-1998 and for 1995-1999.

Description: Strategic plans are long-range planning tools prepared by the agency in which the goals and objectives of the agency are presented along with performance measures for each. The Texas Board of Architectural Examiners has submitted two strategic plans, dating 1992-[ongoing]. (The first was prepared in 1992 for 1992-1998, the second in 1994 for 1995-1999.) Plans contain a mission statement, a statement of philosophy, an external/internal assessment of the agency, and the goals of the agency. Each goal contains objectives, outcome and efficiency measures, strategies, output measures, and explanatory measures for measuring and achieving the goals. Also present in most agency strategic plans is an organizational chart of the agency.

Purpose: Strategic plans are created as long-range planning tools prepared by the agency, setting forth goals and objectives of the agency over a multi-year period.

Agency Program: Strategic plans are prepared in accordance with V.T.C.A., Government Code, Sections 2054.095 and 2056.002. The board is charged with registering and regulating architects, landscape architects, and interior designers in Texas, which includes processing applications, administering examinations, processing registration renewals, overseeing reciprocity from other states and territories, and administering the enforcement of statutes (involving the power to investigate complaints of alleged violations of laws or rules, to hold hearings, and to revoke licenses of those found guilty of gross incompetence, negligence, recklessness, or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Texas Board of Architectural Examiners, and none were found for this series or for equivalent or related series.

Appraisal Decision: Strategic plans document the long-range planning activities of the agency. The Archives and Information Services Division of the Library and Archives Commission has determined that strategic plans are archival. The Texas Board of Architectural Examiners' records retention schedule should add an "A" to the archival code for this series. The Remarks column should be modified to read "The record copy remains with the agency. The archival requirement will be met by sending required copies to the Publications Clearinghouse, Library and Archives Commission."